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HomeMy WebLinkAboutCC RES 2019-74RESOLUTION NO. 2019- 74 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, REPEALING RESOLUTION NO. 2018-78, AND ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS FOR THE CITY OF PALM DESERT WHEREAS, on October 25, 2018, the City Council of the City of Palm Desert, adopted Resolution No. 2018-78, approving a Citywide Records Management Program and Retention Schedules for the City of Palm Desert; and WHEREAS, the, maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective operation of the government of the City of Palm Desert; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; NOW, THEREFORE, the City Council of the City of Palm Desert, California, does hereby resolve as follows: Section 1. Resolution No. 2018-78, is hereby repealed. Section 2. The records retention schedules attached as "Exhibit A" are hereby adopted. Section 3. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 5. This resolution shall become effective immediately upon its passage and adoption. Pio be RESOLUTION NO. 2019- 74 PASSED, APPROVED, AND ADOPTED, by the City Council of the City of Palm Desert, California, at its regular meeting held on the 12th day of September 2019, by the following vote, to wit: AYES: HARNIK, JONATHAN, KELLY, NESTANDE, and WEBER NOES: NONE ABSENT: NONE ABSTAIN: r.ONE ATTEST: ,72 4saink... OP R �' EL ~ i . "� • N, GIP Y CLERK CITY OF PALM DESERT, CALIFORNIA _ SUSAN MARIE WEBER, MAYOR 2 RESOLUTION NO. 2019- 7 4 EXHIBIT "A" CITY OF PALM DESERT, CALIFORNIA RECORDS RETENTION SCHEDULE 11. 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(909) 337-3516 - all rights reserved Do not duplicate or dlstnbute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. $ENEFIT3 This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS; Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS O co Comments / Reference Retention / Disposition Records Description Retention No. co co c N m c ro co 1.)) m (I) 0c 0 L 0 a) O 072 .' .• 10— r m Q: •0. y m m co CC V O u. 0 O cmi 0 m 0 0 m 0. m « O co co O m LL 0 C uj O m Cc ro 0 a -J co co 0. rn 0 v i 0 u, Z y m y Z m c C j d c O 0.t O g O L U?Jce U� O 9 •c C m v 0 c m 0 0 Q a a 0 J CO a r O a d 0 0 0 U m CC 0 ro• o 0 c LL O 2 O 'a CA 0 c m N- ro O C 0 CD d O 0 4-7L"... cco) o -o to Z m m m c 0.5 0.0 c 0 m —I CC U o co > c fa y m c .c cc U c6m Q d cc U m cri 4) 0 9 U a) c co .0 E T• . m l0 E c 0• 0J m m 0 0 _ f 0 d0 • M O To • c c6 a < - &5 . • 3 c c o 2 m coo O to c O 5 a_ co re 0) J N m U '> O 0) � rnQ co co = cn c m U 3 0 < 3.. 0 0 0 U Lead Dept. r-- O rn 0 A U 0 6 .50 Q } cA 0 0 0 Revision Adopted: 9/12/2019 N N t .c M • •cc)) U E ccah U 0 E o cc c • o E E H o C9 • Q. c0 C N • L Q U v `o d � V% • U 0 � E� ao m. 2019 14 E a cc 0 O O 0 4) 4) CZ U. 0 . Y CO A G 4.4 CC co �a O to 0 co CC CC "O 4 , u m` O m 0 as co 0 N 0 .a m0 m 0 15- 0-- °' dCD Is- u. 0 0 m 0 0 O c E os m 0 . 0 coo m N 0 0 m m d O 0 a) RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS co Comments / Reference 0 O 2 Records Description Retention No. O 1.3 E mi O m v ) 0. CD as a a E �LL�m€ acn c m y00TtE E°Nco mv m cwEo -o)a a) `00v o C O cO N y O C N M to U 0 To' m r9�:=. 2 E0 2' CpI4 O)7 N O E N O of o< >. d l(lcjl�Qpa� E a� 13 N� N Q o O o m m F=>��To O �J�C`�LLp�p CCa(4OUp m E W U -2 m O m mNLN• O a ctc) chi U «y. c u)` C c >. Cpp m y E O In m c40') {m� p c�0 N O N pC �� eIh af0 m�p2i..� m Ut'' CU id m a E c o m 8.'m o u a c m •• E m 41- .- m o E E 2 N o m m >.-0 4) A c 0_ o 0 m`m_ as c co 0 - El E m 'a 2 o °c e ce ti �? a 2 c 0 O O 0 0 a) C o y > e 2 c •• E al 0 co m o > 0 a a c CD dh; O z. m 0 m a) 0 E e C U o- O CO 0 +aa Q'N a)v_) w a)+ a O > C C U N a) :. 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E rii O Z 00 U aa) .( = y v.11, a E c U N L COc3 O a) (i) � g O 5 Q ; -a- V O 0 N2 0 g v 0 To co Q- 0 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Comments / Reference Retention / Disposition Records Description Retention No. Jo «%a 70 o k\ fc2 �@ o E t 3 e 2 7 .Nt L o)o J/k© �k K cog ocE0 20 a rube i5 aA e fo_� g\ft 2» a o q 0 13 co 0 C. 2f�_ j222 \o m C O 0oEa E\� f _£$ amC ��S E\ 2ƒ%7 Z .ocn i<G 3 col k k k k \'_ \(C) n n Ci 2a a$0& /0&ga& 2�$0& k ƒ 0 k 0 � ■�-o ka= c k@ W k K r E k k ®°7� Z °I� © /12 �rt I� Ecf .7 m$ »E�2k �0a) $1ja�, �.. § �a.2w k-EZY2e@ #0 0 §<000- §§ 7=3«5 «amo<o ■m2 m a 0_ a \ c 3� Fiscal Year >. .0 a) G G \ 0 Staffing Dept. Staffing Dept. w _ Minimum 2 § >' City Attorney Opinions G § / 0 3 § Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 \ 0 / a_ RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Comments / Reference Retention / Disposition 0 0 . 13. � 0 / \ 0 / { { § .0 o & Fs @ 2 t J at - CO k k -co 22, A o / o \�\ O. \ E 0 / § ¢$m @t 0 c 2 2 0 -c 2 \ k •co 0 o j \ \ N. o o ° \-, 2 Q k 2 c 171 7- . •_ § m c m -5 & E ,- a / o E f E E M B CC f($o --a cc Cn . g m a 2 2 0 1:3 o k ■ § / 2 @ I Q o 6 ] - -c o: e 0 '} 2 c a> ¢ i c 0).5 O E v0 0 oEfEE B < *0'0 � e ■ m 00 CD k - — o g & /k k -e $ 0 ms k o k 2 # n / § K # » t ° « _ 0 {\c m # k -z 2 9 f Q E 0 2 % S --- c o 4�i o� 2 0. .0 f J ƒ 6 E c c e -6 2 E u. \) Qc2 $cry �•c GC §§34090.7, 34090.6 0J0E £ 12 >' E \ t E GC §34090.7 a 2 ? a) to; iti 0« ��Q) a) • \ E� �m� E 1-3 2 / § § } kl > § f § ) 8 � .¥� QED / 2 So% .c3 " 2$ Ira .c a, k, §� &S 6[§ �2f :c 0§ Saw S/2 3§(0 0 0; m n - 9 9 $1 $ oc.)01 0 01 1, \Eo \ ■ K '� Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 0 / 0_ CS) 0 0 Q cn W 0 U W -J 0 W 1 U 2 0 1- z W W re m 0 0 U W Comments I Reference Retention / Disposition 2 $ Retention No. R o E 0 \ . 0 m o 0 .0 i 0 ® 0 $ E % k & f % 0 ` f t f( �% �k2�a. �/k • E , 0 = I m I 0 § . 0 2¢i $'a $ § c a 2 R @ o @ 0 ee k m 0 c 7 3 c 0 k co a, k k 7 k c tt 2 @ e 2 c © k 0 k 0 ® ■ t&2 e ® - / \ q 2 2 ■ -0 E 0 o - m 2 kkk ra£ .c G & - - \ e > = ri a @ tr.� m » � � - 0 CV a % § 2 c4 co ct co 0) k/ cok k a).. 0 a' e 2 u $ 2 t Z 2 # t o a E f 2 % 0 # \ 2 0 3 9 £ 2 s• .E 0 o o a % » c m - a £(_ 2 k 'e #G m m ©§ b; O t 0/0 a<o tea $ CD a ■O 2 O _ a • =a� 0 > o. c .0 kE z-7 $kk�k (o.vo 80332 Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 ao U a) rn co 0- RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Comments / Reference Retention / Disposition Retention No. rm >. c em� o. c ca) a) c omwo U ap U .� t0 N mN A L ° m C y 0 Q O 7 E h cr g E o ,�' E'er a)Q� U comer o a) a w o m 4, ~Q .0 =€ �+ Y y m E E •.. 8 a., U U V U ac N 3 ••a,; w o E d y o) c y o U d° a�U E c -. v `co Q �cEErnwmm�'a=O i. ° vco .-c8.11.) 2 `'« cam>>_-bv`c�°'aciao m m m c o c> '� p o a) o o rn m- - o. c!) cv z ° mLm' ° m o `« c c m R E m Q c°� mb c�� >o E 'n U d m c M l� C 1A ti) Q. m m „Li O u) •y V y gym!) 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Z m C m C O'5 c 0)-5 o E c C F V, m 0 O t O co L O y N H m t co c • w m E h RI C ro (I)J o C C re C..)m O 4. h y O as) O "0 0 '0 ID u Q_ c u) Z y m Z d - IS m L a) C C) c C 5 Q C 0 `�Q OaL J Q .0 Jin- CC o y— a) a to o•2 e m e .c o o 0o>.c i6-c m> a) E 0 c E p c b y a) m w I- W V E c N c o m y O C Z b o m 0 m h m w.. z v .,, 0. � O I a8 Z E O N tc y a) y CI0 p co m E V a7 co ccoo ^ i co a) co C N j N U -c a) 9 9 o. -cco m 0 c o 0 C.) > C t4 m �a - o0 U a)� o o 0 O Z m m _c 0 Cr o 0 0 fA c v e az U c c m C 0) 5 w mho 0 00ccoo) 2O af0) a07) L co fa >. 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C T N Minimum 2 Cultural Preservation Committee AGENDAS, AGENDA PACKETS Cultural Preservation Committee N N 0 O 0 0 CO I CO AUDIO RECORDINGS e as • y c a) cn 5 ci) m m Cultural Preservation Committee a a o) co 2 Revision Adopted: 9/12/2019 MINUTES & BYLAWS E as as rn� rn� n. oo c a) c (1) 5 ci) 5 u) co m RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Comments / Reference Retention / Disposition cri 3 a)(V a)vi J CO C a) COO .L-• 2y .- N c c 3 a�i c w a a) E '= ° vi )rno5 m .c Q y C rn( ao .�cm U °So oE E o a) in O r c o vi r z` cV ,� ,'� Ua5vcac T O 0.) m° aN 03 Qom O v y co .•- E-DU ad m as L. 13 -o a) Q O o° a co to O m h UOE � N a. >d ai o w 01 m COa2 O m 0 E u 2 I o a) a. a CO c c Cl- o 0 �p CO „CI- M 0 U co .O Oco o Q >- to c y ,O c N Q) O U te+ C C a O a) CO F 2 aa)) c N N C m h O • 23 W O: > V cn -- m V O O,G CO CI) a CO V o m N w O o J U m h 2 Z CO O Q j c i o E 2.0 m C G U C C a) a) a) co it ti co w 0 $ a c Q. a) o) m ° E u c E w U 1Q U i' 4 m 0 N U u) -c ,c m a) C U C G @ co C _o O L)) aS OU C C Of _ a) 'm 7 -C O m fi J a_ FAMILY RESIDENTIAL - SFR and O O 0 J O rn O (0) U O 0 co a) rn co) S APPURTENANCES >. N 0 CO 0 -0O p C cn 1� M .„ as eL CO O Uai E. a U N°.flhtij aitici,_U -2a) a L-' a) N (f' c o c a) .o 0 cm ad E co c • 5 c@i = a)c O m Q-5 E co m 0 0 U cn T N O d 1] .- 0) 0 QO co a) a >- 0) >- d a O O 0 J CD 0 a) '5 cn Revision Adopted: 9/12/2019 U :) ai U c 0) a) 0) "L- a) tO co O a0 o O 015 " O CD O } Ta 0) a) } a_ Certificates of Occupancy co O O 0 CO RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Comments / Reference Retention / Disposition Records Description Retention No. Q. E c.) o /�._7c- k/ icb k co co ri — \ 0 r , c .0 0 -I2§ k\ 0 ® coc c 78 o a 2 I a E f 2 2 a £ � £ 2 GC §34090 et seq. § � 0 0 ƒ a a_ CO di di 2 2 2 \ o :._ o OBE \00 \ § 0 k 2w Eƒ 2 a, »% 5m am m m ( t \ 0,1 k / ƒ / Revision Adopted: 9/12/2019 Reports: Building Activity 0 -J RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY CLERK Comments / Reference Retention / Disposition Records Description Retention No. L m o ca v o m = 0 n° m63m� � Q°� =tea 0 ra eaEa oU sii o a Q } U a ca CD;I;O w eeaa w — 1) N Q.CD N C — H CO0) c ,O 15 O L Q d d 2 a C m c a 0 m 0 en g0 0 O O a) .. C '2O C O C)- D a) a) N 1-4C mla m a aU }< -0 C.)Q } C N C h cD O C m N C d d a. 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N 'Fa V G d U.131 3 0 N •r c_ O a 0 .�t 0 0 RESOLUTION NO. 2019-74 0 U a) c) 03 a RECORDS RETENTION SCHEDULE: CITY CLERK a) Comments / Reference Retention / Disposition c O a 0) • at 0 0 V Retention No. CO 'Z.: a) h a0)) a7 b CD ((00 > u b c i O (.) O 03 a < v co 0 a7 CD (0 m O C 0 0) .- 07 0 m Ct 03 h O O. o E a) 0 U m U :O- a) •0_) Q ai U m a .E . w m C L 3 c o c .m c a h O O o co O = u Infrastructure that are NOT Other contracts are maintained Revision Adopted: 9/12/2019 E 0 Z a) N d ` N (0 .c a) m en >+ Leo m M U 0) C c 0 Cr) ui U (/) E c 0 (n E �o 0 c �� c m 0) a c a E co6> > �` E 8 a`) E 1 cDLL d c C7 CO CD L. z .2 O EEc.oy ; C.) cO) ti bmyI'L CD ot06 a) CDC 3O O U 4i wU ow OC mv)Y� O Ot°c 2LL O C co C m (/) 0C C c8 0i a) m f0 V E o Q w N a a N O h U m V 1O L m' a� 0 rn 3 Wit°. c a) 0 .0) m O O IE6 LL J C N {n O j U j y U - ns 0 3 « c ° y O d E co Q_C O Q a. U W 2U)m�C7ZUQ ofn a n U a o es° Q d 0 U N () U 41 --a_ 0 --. E o C ao 0 >. 0 m 0 0 7 0 .c. m 0 0 N 0 m Y m 0) a 0 N m 0 m 0 0 co N a 0 G � m _N o O c° a m e 0 e 0 .�0 0 0 c 0. a \ Qi 0. 3 4v� \ o q a q v 06 — V ct'G .1 0- m U d d 0 7� 0 0 0 4 0 O U RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY CLERK 0 Comments / Reference Retention / Disposition Records Description Retention No. C . a)>• _ .. m G Co U Q m Q _o a E 2 0-0 u, E_o mo a) m C J (A >> C cn m a) co 0 E Eo Q) o m a) o �' . cc OD (°j m 7 r E N .0 (0) LL 0 ° 0 cO E O m 0) FL- ;a o 'A ) ` 0 0 O 'O N 'a)m o m A V 0 0 0 co Eo a .o r (0 a) 0) O)0. u € E o m E u to 'C h EI)2y am C IVc ...3 v O a 2 a c° a) co m O •=' cn C 'o 0 0 - c8, i) aa) c L` - ` c 0 a' 0 .'m.' 0 N 0 V) . + ?. r h co o 7 N m o F- r >>.re CN., C L a) m.- + a 0 m y v m E 0 0 O C 0 00 cod m " c c U 0 y m — — cn m m co 111- o' .0 .o E m V C` O T y m i+ coo N 7 CDT (� 13 „O G w O c0 N 0 ° v c _> (13 a) U m o 0 _a) N CD cn 4- c. 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N LLO W aaE U 0 V) 0)) 0) 0 O O U U N c0 U 0 0) U a) w UNSUCCESSFUL N O O 0 U Y Y Y a) co 0 0 0 U U 0 0) U o O m O c o m co) m0 7 0 E>' N CD co m a. N 0)m < 0 T m >- a co d g0 Revision Adopted: 9/12/2019 t0 r 2 a) N .c ' in C M To co U C p coU r E t0 c c 0) O E C j - O OQ c Q a) 3 d o m W c 5 W 9v o rn § O c (NI do Uo U Q 0 - cc m a o U T RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY CLERK Comments / Reference Retention / Disposition Records Description 0 z O ct - - > O 'O E U 0 Ct O U p U `o cis a)I. (I"o f-0 h a m CD o �`0d z- w CO 03 co w E U 0 't v0, E n i A a m c H O. c a.o Ec cog a c m co O "' i .h c "o O .0 h Ile L. j Q. H O_ b C (1) a) U C d C y -c--o O E ca c9 .2 L L c9 O m c >, ~ re N C N + a) a y v '- E h V O C U O CO ix 0 ti as O N h � m 03 cc, ID u Cl 'CB = Z ` p a)L \ c..)o �0 D >, Q . O ( ty a) 3io c C.) CO- c a) c `o='ai Now c o o- J a) a U �, a) E ii a c a) 'c ,. zz gC. m ik ZQ� o ma) o_ci a) m cocZw 1 c 0 IX )12 w`oga)N a) a> . 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N .0 • U aN m p 3. a) C O V h N O a) CDC OU_._ (O y ._ caO Q) a) a) O a) 0) ES a) O O "- a)O c r 3 12 v v o xa m t4) (O a) 613 U 3 a) v cco 0 D 0 v.c..)3 d c w CD >a) p .@ c u. o Z W °)UU) LL H o < ca • 0 O CD O a U Election + 4 Election + 4 Candidate File: Nomination cn (0 0 U U Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY CLERK \ Comments / Reference Retention / Disposition Records Description Retention No. 0 0 FIX 0 m� /-2% `emu 0 co E a — �co — ;a a. ■ u k/2k If GC §53753(e)(2) \ C 0 GC §§34090, 53235.2(b) Q a_ a. a_I )co £ Examination if No Election / + -6 e 0 » 0 (End of Elections Section) § CNI 2 1.C) LO Ethics Training - Certificates Revision Adopted: 9/12/2019 aj 0 « 0 RESOLUTION NO. 2019-74 0 U U a)co m a RECORDS RETENTION SCHEDULE: CITY CLERK Comments / Reference O oa 0 c O Records Description i O -aI r CD 0 C4 0 aim coo 0 0 cA o g —voi c; m m o C� C� O CO3 t m E ai ai y �° 0 c 1 c 719 E -:(1) 0 a) E 'a-) C� ` al «� ` a) w a> O Q C d N 0 N td >• m d O a) 0 p �tn� a a o_� . v ai > > c c c m Y �Cp f0 a) c! 0 0 O v7 °3 U vi E 0 E 0 E M ts o o v r0 r0 t `w, U C v-0 0 as av a> a o U w COocco COp• = 0 0 m 0 00 0 a 0 a) '0 0 o 0 o)O.2 u E u u) 't E n u) a L 0 c m -0 c E z a c Oo v) O c 0 ~ O C C v) f0 O h E 0 m C a 0 >-'p IX N + 0_ o N ca 0 C UO O -o fp a O if the record is not listed here, refer to the Retention for City -side Standards a) E a� co co (1) y 4 e F O z r = < 0 < 0 'v 0 v; a 0 a) co cn 0 rn 0 0 0 0 z 0 0 d o E rn c 0 oA -0�0 �.c c 0 o N E0c a.c E 2 a a M a Q_ a a O 2 2 O I 2 O 2 O c rn O a w CO1/2 03 N >- a a y a)C . i U no t = 8 0 c t m U 'U CO LL 7 — m c 3 Q it .0 ` E • 0 0).c 2.. U p .� m E 0 0 c .` p ca O. p 4, p C a) N O t. L �Q m( 0 co V a0< p O Q f�0 f`0 a) O i 2 co a) N C 'U) O c c c 7 c 7 >� a) 0) 3� 3 Q' o a) `v) i .S m a 00 0 coo co coa ��m I2Iz<=¢a_ co A co 9 9 9 U o 0 0 , a) a) 0 ; 0 0 5 5 U aJ M 4 0 0 a) 0 0 0 Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY CLERK Comments / Reference Retention / Disposition Records Description 0 0 c d m a L ro >0ad 'aE o �. o m - 0 6 a) a) 0. E -a a) 0 o) a 2 0 to t€ E A E n(4 o t c, £n— 2m .' c v c 0 m 2 nQ..m a cc y Q)0 O 0 2 O c t O .0 h 2 c ) O a c m o U C N c (% c i0 O ' R +10+ c O m m O e a I. 0 b N CO + 0_ v) y N 0 12 • m h E � 0 c co o o d c re 0 a m h Cr d P_ O: C Oo"3u cc c 0 c o o '10 o U co i. ` 0 y C E 0- 1 o a 112 c o ca mco a) o m co o m 03 Q 0;,c -C Q U (0 a) o EQ.. L a 3 E L O U U Ta CD L 0. 2 I_ (7 a) a) .E tom@ co el a) C V O 3 .c 0 o c a a .0 0 L (n U Fe c.) CO CO 0) u. O U cn m > N GC §34090 et. seq. zO zQ a a Ordinances (City Council) to 07 as 0 03 (0 0) T N E O m 0 O a) 7 o . U) CO a) CO O c (0 a m E E E aa) O E o o. d U Q a a cn cts T T N N a) a O H o ul Q 0 . 0'(n (5 a) OD C C 76 03 c\I co o o U U U U U U 0 O Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 \ 0 a. RECORDS RETENTION SCHEDULE: CITY CLERK \ Comments / Reference Retention / Disposition 0 \ E 0 0 a)d Q° 0 v f ƒ ; dt 6 0 0 0AEa :& a— J lo co t ,_ c o en (E/U) n co § c \ 2 k c \ a 2 \ Q / \ k § \ \ o co � et \ { \ $ § 45 E 0 •o _ o c .E 0 / \ - > > k Iiii 6 2 u § u o 7 o < ` ? / 43 0 4 \ ' Q. / Q \ \ \ o. .0 ƒ ƒ \o k •c a)E j u ( 3 \ 0 a E & '-:-.-.- Cr .. Records Description Retention No. If GC §34090 et. seq. \ G a 0 0 GC §34090 et. seq. z m \ 7 co, 0 0 2£ £8. 1 2£ £ 20 as 20 2 Records Retention Schedules / _ \ 0 0 ]�.2 SQN C©_ Aso 22\ c cc a)coo ?eo » CD 2 0 E w w <0 § � / (N Request for Public Records ± § » I I • § 9 9 0 9 o \ 0 0 0 0 0 0 � » 0 0 Revision Adopted: 9/12/2019 Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services. Inc. - all nghts reserved Do not dup;icate or distribute without prior written permission from GGS (909) 337-3516 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CITY MANAGER Comments / Reference Retention / Disposition c 0 O. 0 0 m 0 0 0 0 m Retention No. 46 1p P CA a .gd Ea CL a� c`0i E E g A co -o e a) cC (0 €(`6 N h ov�OCO Uv UTU • E c0 c O y m 7- cp v co m CLD 04 0 o m >'c���r,rnM 0 cmoLc)yaci.mmUV`nU�� m it....: :5217 a._ E• r mN_ SrilL li Q y Q>'cpcti .~�. dNNN O 1� N> to O N N n:02 pOcw m a��O)OjsNN� • - c) a C a : 2 73 —Lp U. 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CD U y y y m m m q' s j 2 0 m vi a_V) ai m m E a 0 3 pp� m C V O tui c c c �o 0 Q. y E --- O o m m io U c -0 U M Minimum 2 Minimum 2 Public Relations / Press Releases L L p a mp a a co w n co y m } a N En E L Z `m e c O •- c N —I C' g / Community Newsletter Public Safety Commission AGENDAS, AGENDA PACKETS Public Safety Commission AUDIO RECORDINGS Public Safety Commission MINUTES & BYLAWS PowerPoint $ 0 0 O O O 0 U U U co ,4`m7� U U g U m Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: CODE COMPLIANCE Retention / Disposition Records Description Retention No. o a m E U 0 o m C ..- 8a E0 l'y 'oo a._�CQ y a V o E p g N h a Q m eo c o 0 2 p c t. 0 C E y co : l0 0 2 m0 a C m CD o c e i°0 m asx m• -a To' N0 Q) o) + a IT;o 0 0 a A C c a c0 -0 o 1-6 a co m o o b ` >.. E 0 >. Q C t, .0 >` N m O U h D) C ro o a.. 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C om a m c m y d _ ce ((0 o m c c"N 7. c ix V c ) "10 17 O O > u ro m Z y d V O Q: C U c co a 0 Q - C . j J rt m a b ,�O m r.m . m h E 00 Ts "3m e a) U E0 o V U a IS m c a) .E co c U -c c c (o m E o H U IF o C 1 m o O 0 c o ct Records Description If th a o a a p a a a a a o)O a a) a) ti) v) m a 2 2 2 (0 g2a 2 N >, E m 'C >^ N m �e m T E >+ t` C Concems / Correspondence O O 0 u) to I 2 = C C C 2 2 = Foreclosure Notifications a a N m o 01) 0 cft c H Z _ 2 Housing Commission AGENDAS, AGENDA PACKETS Revision Adopted: 9/12/2019 N N f0 .c ve- C M a) M c CT) '° V E a) O E u) E Q € vCN1 O u5 N d� v/ RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: HOUSING 0 c0 `L Comments / Reference Retention / Disposition Records Description C z c 0 m m O 'O 0 0 >, no o m )- v EL en a) . G a 03 0 ar If >. 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(0 -om E u w € -i1�ii) mmU) 0) Q . o = G O E -- - c e 2 m _ 0. a) 0 ti o 2))m w c o E m G 0) N G > m t if V C G of 0 a) CO OQ E c' o b a m m _ > u ti .a u O 0: Q c m b O a) r m CO H ro o CX o U V ,u) j U 0. m u a) E G 3 fi .c E -4 0 U) CO, O LL Z. m C Records Description Retention No. /f thi 0 0 0 0 c c c c E E m m aa)) a) m m a a` a a` m 0)m 0)m 0,co 0) 0) 0 co la A 0111- co 0 0 a50 50 50 a>0 Q o Q o Q o Q o 0 005 ad iii iti a iii ara}iii a >r i i (0 co ci ao co co coaa a a• 2 a• 2 a a a 0) T O 0) 0 a Franchise Reports (Cable TV, etc.) ea u.) 9 a a 0 0 0 0 0) 0) a c m E r m 0. a) 0 >- (0 0 0 0 v 0 rn 0 cAi 0 0 0 0 0) a a a V) U) m r V) a- u) o c >. U CD ce 2CD >, am-) 0 o N 0ff¢c.) :Grading Plans co r- O a a 0 c a rn c W U) 0) 0 <0 (0 a)) 9 a a Oc) 0) OC) am C d O a 0) a • 0) 1 W W W NPDES Permits - Stormwater 0 N 9 a a c 0) a) c CO c W Revision Adopted: 9/12/2019 0) co t ozo- ) c? CO c) U p) 4.7 N 0 V1 c E u, E o 0a) c N � v a al 2 5 d 9 U 41) 7 E g• 473 a ° / 0 0 a RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ƒ RESOLUTION NO. 2019-74 cn 0 —00 Q ��o it. 0 % ° >, 0 c §coo @ / a E •- a 2 e 0 CO S 0. @-0 aE 0_wc 2® c E/ E k E -0-) \/ \§\t0 \\ a 3 0% 3 0 m 0ƒ Comments / Reference Retention / Disposition Records Description Retention No. ® co a E a 0)0 0 • E ■ £7■u) co c 0 k 2 0 0 0 cb CD 0 - k CO / to "' 0 E .t k § -A I c E. / 2 0 = = §\ ± ± \ c• ƒ >- k k § » k 2 2 2 I f § E% a 0. -0 /k-'t >2 CDCN Z >2CD � +£ 0 - k W 0 E § k \ 0 0 •1 0#z452 ± § - % ; c o s 0 0 7 e a)_ «� $2L. 2/jJ -o ƒ \ / 0 f ca co k k k8- .0 §� 3 @z \� kƒ \$ } _ 2B c 22 0/ -2 °2 % ); CD .E �E / / G CV 0 \ 9 9 % i I ƒ E a. ƒ R c �§ _= ) . § o \ 2 0 $ 2 9 0 • 0- a k $• w w / 0 /R k \ a >- n il Q_ 0 )0 ƒ /II a �a// o -, ' § r. If th a a Rights of Entry 9 0 Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Comments / Reference Retention / Disposition ��� co (0C c m y O U N v v Q 6. O a) w 6.,- a� -N N cc( E) w O O ONNO-0't 7 (0 f6 E.co c y N C a) a 6 If) W 0) a- s� O ac) O m C a)('?N plLu_Uco) 0 Q a maw co o �o U 2 0 J ..- C w 0) w a-• M cn E 10 y' y (O O a) � N� Z7; g a, Q Q. O ..a, .. O e C .. a) t m GO M O V a)-mc C 7 E; 10 Nf7 O C.0. fE6o �0� �Q��O ` m — Q" v I" v E r) (5 aa"'Ea a)a) 'c ` W E (0m m II N 0 co COC a •0 O a C as € c O o m C e y y NTo C O 0 G a y OC a E _ 0 U m 0 0 y a] e y 0 c 0 u O C C y CO C W 0 E 0 O o lc a3 m H Q O CD y 0 m co V O C 70.. Q c a m N .. CRS CD 13 0 w (O U a) 42 i im c .9 mta)v U ro Z. 0 0.c _� n o E g >. a s U m 0 m aa (0 co Q' J E '�N•, 0 y a� D c.) CC V c m (o W m V co 0) L Ep 0 I'0 c y U •D h j cn 2 w 2 co U 0 -c C n O cc) co m U 9 co 3 c C C +0 ygE O C 0 0) 0 CO C a) 0 - c o - c .2 m Q a c, m *. CC w Records Description Retention No. C a a ci a. a_ 0)0 m a (5 g�a co H c c U 3tf, c= m 3 m LL �.5E >. .Fie.: y - N Q ..co E Q jc a) -o 7 mat O) O O is LL Q Q 0 0 CD a O Revision Adopted: 9/12/2019 a n 0 0M1 W Li E N >• C eh. N O0 U 0 V) N O u) O a) Vj o N To 0 S Ce o E v) a) o)cn E �' C c - j F 0)o U U .c Li0 CA — C 8 -6co 0 CO o c (co c 0 i O -0 0 . O cc (n a o 5 W Q C, m E N O v vi C v U R' t U) L) U U) co O m 7 d' c N %.o -0(0 co 9 9 t aa) a a y8 0 — - -- v O o) co C c d 0 a c a c CD c ) w w RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Comments / Reference Retention / Disposition L Records Descriptio 0 z c 0 c r 1 40 CFR 70.6; GC §34090 >, o!f o � ... v 0- o6. a�E .- c co co Ea o E 2til !o c D 0 2 a 0 c. 4S ars), since destruction is normally performed by file folder. 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L a 7+ i C 6 0 > Q co a) 5CVC W — 2 0 0 0 W vi it a) co y CD 0 3 ,wa) EH m ,= T)aU vHc E c a) ZO•ca;P3 W 0 ro c a) ...a. a C a) a) a) .-- H a O) at) •c� -6UE_ R1 > 2 U V d�' .t CI C) 99 O 0)co a a d U G o aV Ora) O} a0° a'2 din av) aUo I av RESOLUTION NO. 2019-74 a. / a RECORDS RETENTION SCHEDULE: PUBLIC WORKS Comments / Reference Retention / Disposition Records Description Retention No. a 0 CO ._ A 0 kk 0g .o 0- t° �ci c@ o -0 - $ a-•D a a co a) ao E k\\ �r0 o #t7 g §_« 0 o o cLi 0 $ ��2&P kb 0 a ® f . % % CDE§t § f2 —E k o $ t 9 in# § RI` N. £ £ 20 Eg o e - - a P / 7 k £ . 2 i 0 0. \\ c0 § -rt § 2j7 , C�in § 2 2 + £ o - ECek k§ o k - - G $ o ©v )# Z W ± - 2 m rl % 7 2 N Q 2� \ «� $#i \-1J in a 2 -0 - — D & R £ - - k XI J-o 3 0 a co c 02 2\ 7 . k 2 k k m �cokcr Jc 7=kk 020 E : 2 f R \ CT ip /,f�ke t2fg E,7 a%% a■§ E M o m i 2% f / co o// k _ 0 �cu \Q%\�0 0 •— • E�2 }�k$k2 t>- kk/ \kRbQ\ §om9- co �ck in o / k 9 9 / $ I a Ifa c a 2 it - - . - E /@\ kk$ kk$ u. @-2 ?»e 2»$ \� ci0 co a0� Revision Adopted: 9/12/2019 0 'N 0 O N a a to 0 6 c9 co o 0 u \ co \ Ct Eo O :rG CO 0 A r Ct m 0 u 0 0 a 0 m To 0 -0 O To C 0 0 0 (f) 0 0 0 0 m m 0 m 0 'o 0 m m f0 m 6 0 O 0 c m 0 m 0 0 0 V c0 0 m c y 0 m N r O 0 N O CC RESOLUTION NO. 2019-74 These retention schedules were produced for the City by Gladwell Governmental Services, Inc. (GGS). These schedules are protected by various U.S. and international intellectual property laws and cannot be disseminated to, or copied, or used in whole or part by third parties without GGS's prior written permission GGS keeps record of who request the retention schedules; therefore, wishes to be informed of all requests. GGS may be notified via email at Gladwel14@aol.com or call (909) 337-3516. October 16, 2019 RESOLUTION NO. 2019-74 _ u) co O C a) Cc '- a) '.a) E '6 7 Z z N (9 CO LT-0 a) d ai m To CO 0 E .3 C a) U) CO i- Q) •«0 d O c 0)•- Ct. CU To co L. a L C o O O (1) L a) ❑ E , "' b E a) a6 o" -0 C.- ° 0 F2 '-ezid:C;a) 0 Qm u, y rn U 0a) Oa)p 0 (0 a n a m a) E ai 0) o L. cca o E am a g u 'C 2 m E E g o. c m o co c Eci mo a O o O a d c 2 da 0 0 U a) ifs b Q. u) a) >- w O a) t- (6 a) . > a) ai O } U c 0 Q II c co io re 1-0 m 7-2 ro o u) `m 0 0 >. c Z >, t'Da g + Q� H 0 W - 6-E ., U E u 0 c U O 4 a) C ce O a N Z M Ct a7 v, 0,� m m u) > o a) a O b >. C N 0 a) 2 co >, a7 U m w o.E 0) .� a z C U co c co 2 a) 0 O o E L. v 0 a) .0) ai U (1) a) .E -c _c m a) C U co t -- 3 .c 0 0 c =° C U > a) 0 E u 0 L. O w a 0 1 Cr RECORDS RETENTION SCHEDULE: FINANCE c Retention / Disposition Records Description ntion Wide Assessment Districts / Ye m a) iii u)O0 a •« n 0 o a) a) ca co ` 3 a) 0 c c c -o_ a) 0 c 'o 2 2 a) a + U O 2 C 0 0Cf) a) (4) o a) 0 acs) ) (=u -o c)aa)) U O .u) co N 0 a) 0 co 22 0 d ❑ 0 ❑ E u a a_ >, ❑ 4= M co < co < co o Z ui >,iiiT >- >} o ❑ 0 O C O C O a a Q a a LL LL U .0 U .- (13 LL ¢ LL Q a a_ L (9 O T •U c LE < c Q Q 0 a) m > N C o N C - a� O'o 5 E a.0 o o a) a 4 0 CC O 0 O M LO O CO 0 v 0 O 0 M cO) Preliminary drafts; GC §34090 0 0 co O a O g 2 4 a 2 a .0 C D co a) (m m )) >-U aa >. Audit Work Papers Fiscal Year in a) } U Revision Adopted: 9/12/2019 m u) (o o) >, N 'a') a_ d Budgets - Adopted / Final _4) C U D ‘I) U U oif C E C E i alj c f C E c c c Q U LL Q LL. ¢ ) I.L lL RESOLUTION NO. 2019-74 RECORDS RETENTION SCHEDULE: FINANCE O 0 Comments / Reference Retention / Disposition Records Description Retention No. O V 0 0 0 E Oce 0 0 F- c 0 c 0 CD 0 U O Q c LL O 0 O o. 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O a ▪ `, O i O O O • a 0 a, o (° i3 a) 3 _ o U „' w 1( ▪ m ca) (o a 2 m a) m _ 0 v ▪ a 0 co a ca • a) w o 0 a) c a9 0 `m d ayi c 0 a a o a) 0 O W c Q a w a) m >, 1i 0 o .E E o r `0 0 d c o a v) Q 0 w ,AI '• O to ▪ O .cn = .0 N Y Q ❑ m r ▪ ❑ (n O U p ❑ tl r LL_ a) O • Q '� Revision Adopted: 9/12/2019 0 a) N CCI _c O o) 1.0 co O M (d co a) M > co Er-) O 0) U aa)i.c� O 0 WO 3 �0 2c E La O CO --o O Og a> a) 0 0 a) a) cE a Q rn OO N �' o U c N U N• N N 0 0 0 N O. O cn iri Ech srn 0 -c-)(nD a cco) w w �� a) �tcm_rnrn O a) U N 2 ca M 2 Q m N II 2 LL O Ur d d E c0') d .V2 N • CO) H. CO C m C O) .' C C O O C 03 CD 0 a) — a) m C� 0 a) >, 2 -0 > (n -c C) • '6 0 t 0 C -p co. N (0 :0. (4 • "0 as O (E 'm p (E (nN �. 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'a 9 CL a a a N� Ci 0 a a) a) a) 0) a) E ° Traffic Signals M Traffic Speed Surveys M Traffic Studies / Traffic Counts C C C C C co 'a co d N d O (1) p m a a a a 0 , E m rn Ty) a) o u) w W w W W a.O OPE RESOLUTION NO.2019-4 RECORDS RETENTION SCHEDULE: PUBLIC WORKS 0 \ \ Comments / Reference Retention / Disposition Records Description Retention No. ac)c ` 0 z@ E 1 07 §..2[ (13 -L(0 0) }En20)+0- ^ G7/ ®/\\7E0.-0 Ewa --©u) o EK»o- o%c a\=®«I Iom#= t o=-C= 2 c m 0 �/( \/\//�{tt# $\) »\$33%t2k2 e m o e m» m a®5 oc a®2y{c§Rk0_ ƒ3{ R\J//4\/\/ k m /0 >o e § 0 5 o (\ \k §CD c =E cC 0 15 \ 3 $ 2 0* k \ § e & f § W » CL H. @ a / & �k\ - �\ // =2%\ .g >- \� / k {] {# �_±%� c\ t ' o E f =. e / 2. 03 ° 2 2 § k / j %» 4 o I- > e 0 a m a g §_X �k\ E �< zc k�ƒ\ ®/ 2 8§ ƒ a f E E c- }u2 ct, 7} >_ =3=/> o f \ o §_, x=- o f eau ±E o=� u<¢_1e \ co- ,- / 7 \_ / g } z 9 9 - \ \ ƒ ƒ . / > \ 0 c co r. )\ƒ \\ \\ R m&# 0=a / \ / uJ 3 f Revision Adopted: 9/12/2019 RESOLUTION NO. 2019-74 O a. a) 0) c6 a RECORDS RETENTION SCHEDULE: PUBLIC WORKS Comments / Reference Retention / Disposition Records Description Retention No. 0 o u O ce >. 00 O :a w 0. an d E 0 c a_ c 0 c co 'aiO U a) U a) n` U 0 0 c 0O U) (a C ° N O 47 a) n a) W N O c i O C y O U O • d in O= c O w 2 c O M n 0 @ Uco o _O-'6 y '� 2 M d U O c U C O O O cp) C O co co 0 ° c m c U a)4. °' 3 m C7 r O io ° d oo o c o w E v) moo = -o a) c c _ d 2 N 0 N V t9 O L m ° 0 zt ncJa_a 0col 0.c.ca a E O 0 0 a) u) aU coU a)U L. }0 }O }O -0 D o w cco a m a) Q E c0 m v) — - E E2 ch E`oCO co CI) a m c c O 0 Q E O o c a) (L) co o 0 0 m a 0 a) 0 E CO Z O .O = a _ O O N U O d 0.. 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